business hire process

18

Hire Business Process

Refer to job aid “Hire Job Aid”

Hire Overview• The Hire business process comprises all actions, approvals, reviews, to-do’s,

and system-initiated tasks required after a candidate has selected for hire.

• A position and job requisition is required to initiate the Hire process for a regular employee being hired into a Position Management supervisory organization.

• A position and job requisition is not required to initiate the Hire process for an employee being hired into a Job Management supervisory organization (CBC, State Fair Board, Federal Employees).

Hire Overview (cont.)● Before initiating the hire in Workday make sure to verify the employee has not

worked for the State or a non-Central Payroll area (DOT, CBC, State Fair Board, etc). ○ If hiring someone who has previously worked for the State, this would be

treated as a rehire vs. a new hire during the Hire BP.○ If hiring an employee from the DOT, please reach out to the WorkSmart

team for additional guidance.

● The HR Specialist initiates this process, entering an employee’s personal information, compensation, job profile, start date, worker type, offer letter attachments etc.

● The HR Partner reviews and approves.

Hire BP Flow

Add Probation Period

Review Employee Hire Initiate Hire

Edit Government

IDs

Propose Compensation

Hire Create Pre-Hire

Onboarding Setup

Assign Pay Group

Approvals Edit Service Dates

Create Workday Account

Onboarding To do’s

Required Information to Hire● Employee Social Security Number● Personal information including date of birth, gender, race (enter “I do not wish

to answer” if unsure)● Contact information such as address, phone number, email address

;Demo

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Onboarding

Employee Onboarding Tasks

The below are defined statewide Employee Self-Service onboarding tasks:

● Enter Contact Information (completed prior to other steps)● Enter Personal Information (completed prior to other steps)● Change Benefits Elections (if eligible)● Complete State and Local Withholding Elections● Complete Federal Withholding Elections● Manage Payment Elections Change● Emergency Contacts Change● Complete Form I-9● Change Photo● Veterans Preference

Onboarding Setup Task

● The employee’s manager sets up an onboarding task for their new employee.

The Onboarding Setup Task includes the following:

○ A welcome message to the employee. ○ People the employee should meet. ○ Notifications to relevant people about the new hire’s arrival.

● Refer to the Manager’s Onboarding Setup Smart Guide for the detail task for onboarding setup tasks.

HRs Onboarding Responsibilities • HR must review the following information in Section 1 of the I-9:

o Employee’s information

o Translator’s information, if applicable.

• The HR Specialist or HR Partner must verify the employee’s identification from

the approved list on Form I-9.

• HR must complete Section 2 of the I-9 and acknowledge or attest that they

reviewed and entered the employee’s respective identification.

Onboarding Status Summary The Onboarding Status Summary report provides HR Specialist and HR Partners with the status of the employee’s onboarding tasks. ● You must know the Supervisory Organization of the employee to run this

report.

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Job Changes

Refer to Job Aid “Change Job-HR”

Change Job Overview

• If an employee is moving to a new position, the first step of this process is to

initiate Change Job.

o Some examples include transfers, promotions, demotions, etc.

• However, if the employee is in an existing position that is being reclassified,

complete the Edit Position Restrictions BP first.

o Some examples include employee status changes such as going from part-time to full-time, temporary to regular, etc.

• The HR Specialist initiates this process. The HR Partner reviews and approves.

Change Job BP Flow

Initiate Change Job (complete Edit Position

Restrictions first if applicable).

Propose Compensation

Hire

Change Organization Assignment

Approvals

Add Probation Period

Offboarding Procedure

OnboardingReview Security Assignments

Change Benefit Elections (if applicable)

;

Demo 3.0Change Job

Termination

Refer to Job Aid “Termination - HR”

Lesson Objectives

After completing this lesson, you should be able to:

• Explain the Termination Process

• Understand Termination Reasons

• Terminate an Employee

Termination Overview● Termination is used when an employee leaves voluntarily,

involuntarily, or retirees.● The HR Specialist initiates this process, and the HR Partner

reviews and approves.● Recommend marking “available for overlap” box on terminations to allow

for quicker recruitment of vacant position.● Can process termination day notice is given as payouts will be delayed.● Will not show as terminated in the system until actual termination date.

Termination BP Flow

Initiate Termination

Review Termination

Add Retiree Status (if applicable)

ApprovalsOffboarding Procedure

Review Security Assignments

Primary Termination Reasons• Transfer: Employee is transferred to a non-central payroll agency (e.g., DOT,

CBC, State Fair Board).

• Involuntary: Employee is let go for a business decision that is outside of

their control.

• Voluntary: Employee decides to leave their job.

• Retirement: Employee reaches certain qualifications (e.g., age, years of service, etc.) and decides to leave their occupation or job.

Retirees Overview• Retiree Organizations are used to group terminated workers who have retired.

○ Workers can remain terminated or can be rehired and retain retiree status.

• Added via the Termination BP for reasons of Retirement.

• Retirees Benefits will be in Workday, but the current open enrollment process will continue as is for now.

• Payroll Team notes: ‘Pay Through Date’ is important for these types of Retirees: SLIP, SPOC DNR Retirement and Peace Officer Retirement. Always set this date for 40 yrs out from the Termination date. This allows certain types of banked leave transactions to be processed in Pay Results after the employee retires.

Retirement Reasons• DNR SPOC Retirement: Must be a retiree in the DNR Supervisory

Organization and is a SPOC covered employee.

• IPERS Disability: Must qualify for social security/disability benefits or qualify

for LTD benefits under the State plan.

• Judicial Retirement: Only applies to those retiring from the Judicial

Supervisory Organization.

Retirement Reasons (cont.)• Peace Officer Retirement: Only applies to those in an eligible Peace Officer retiree

plan.

• SLIP Retirement: Retiree under the age of 65 and has available sick leave to

convert.

• Voluntary Retirement: Volunteer retiree who does not qualify for any of the other

retiree plans listed and must be age 55 and accepting IPERS at the time of

retirement.

;

Demo 4.0Termination

;Resources ● https://worksmart.iowa.gov/workday

-schedule-hr● All job aides for today’s activities are

listed under HCM Core

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THANK YOU!